Nothing kills your confidence at a vendor event like realizing you forgot something important. No price tags. No change for cash buyers. No tape to fix your sagging tablecloth. It is always the small things that get you.
This packing list covers everything you need for a craft fair, farmers market, festival, or pop-up, organized by category so you can check each section as you load up. Print it, bookmark it, or save it to your phone. After a few events, you will have your own version dialed in, but this will get you there without any "I forgot the..." moments.
Booth Structure
This is the big stuff that defines your space.
- 10x10 canopy tent: Go with a commercial-grade tent if you are doing events regularly. The cheap ones from big-box stores bend in the first wind gust. White or neutral colors photograph best.
- Tent weights (minimum 25 lbs per leg): Many events prohibit stakes on paved surfaces. Sandbags, water weights, or concrete-filled PVC work well. Do not underestimate this. An unweighted tent in a 20 mph gust becomes a liability.
- Sidewalls or half-walls: Useful for sun protection, wind, and creating a more enclosed booth feel. At least bring one for the back wall.
- Zip ties and bungee cords: For attaching sidewalls, signage, and anything else to your tent frame.
- Folding tables (1 to 3): Standard 6-foot folding tables work for most setups. An 8-foot table is great if you have room.
- Tablecloths: Fitted cloths that reach the floor look polished and hide storage underneath. Bring clips or pins to keep them in place on windy days.
Display and Merchandising
A great display turns browsers into buyers. Invest in this category.
- Risers and shelving: Wooden crates, tiered shelves, or acrylic risers add height and make your booth more visually interesting.
- Grid walls or pegboard: Great for hanging items like jewelry, prints, bags, or ornaments.
- Mannequin busts, stands, or forms: If you sell jewelry, scarves, or clothing, display them on something that shows how they look when worn.
- Price tags and labels: Every item should have a visible price. Customers who have to ask often do not buy.
- Signage: Your brand name/logo, product descriptions, and pricing should be readable from several feet away. A chalkboard or foam board sign works well.
- Banner or flag: Something that catches the eye from a distance and identifies your booth. Especially helpful at crowded outdoor events.
- Lighting: If you are indoors or selling into the evening, clip-on LED lights or a battery-powered light strand make a huge difference. Even at daytime outdoor events, accent lighting adds warmth.
- Mirrors: Essential if you sell jewelry, sunglasses, hats, or anything a customer might want to try on.
Products and Inventory
This section is obvious, but the details matter.
- Full inventory, counted and logged: Know exactly what you are bringing so you can track sales accurately.
- Extra stock: Bring 20% to 30% more than you think you will sell. Running out early means leaving money on the table.
- Samples or testers: If applicable to your product (food, soap, lotion, candles), bring samples. They drive sales.
- Product packaging: Bags, boxes, tissue paper, and wrapping for purchases. Match the quality to your brand.
Payment and Money
Make it easy for people to pay you. Period.
- Card reader: Square, Stripe Reader, or similar. Test it before the event. Download the app and make sure it is logged in.
- Backup card reader or phone: Technology fails. Having a second device ready means you never miss a sale.
- Phone charger and battery pack: A dead phone means no card sales. Bring a fully charged portable battery.
- Cash box with change: Start with at least $50 to $100 in small bills and coins. Some customers only carry cash, especially at farmers markets.
- Venmo/Zelle QR code: Print a small sign with your QR code as an additional payment option. Some customers prefer it.
- Receipt book or printer: Optional, but some customers appreciate a receipt, and it helps your record-keeping.
Marketing and Customer Engagement
Every interaction is a chance to build your business beyond the event.
- Business cards: Hand one to every buyer and interested browser. Include your website, Instagram, and any upcoming events.
- Email sign-up sheet or tablet: Building an email list is one of the best things you can do for long-term sales.
- Social media handles display: A small sign with your Instagram or TikTok handle and a QR code makes it easy for people to follow you on the spot.
- Flyers or postcards: If you have an online shop, upcoming events, or a special offer, have something physical to hand out.
- Shopping bags with your branding: A bag with your logo or name is walking advertising through the rest of the event.
Comfort and Personal Essentials
You will be on your feet for 6 to 10 hours. Take care of yourself.
- Comfortable shoes: You will stand all day. This is not the time for style over comfort.
- Water bottle (large): Stay hydrated. Bring more than you think you need.
- Snacks and lunch: Pack food so you are not dependent on expensive event vendors or leaving your booth.
- Folding chair: For slow moments. Stand when customers are browsing, sit when they are not.
- Sunscreen and hat: For outdoor events, even on cloudy days.
- Layers: Morning setup can be cold, midday can be hot. Dress in layers you can add or remove.
- Hand sanitizer: Especially important if you sell food or if customers handle your products.
Emergency and Repair Kit
The stuff you hope you will not need but will be glad you brought.
- Duct tape: Fixes everything temporarily.
- Packing tape and scissors: For packaging, signage, and general fixes.
- Zip ties (assorted sizes): The most versatile item in your kit.
- Marker and extra price tags: For on-the-fly pricing adjustments or replacements.
- Extension cord and power strip: If electricity is available, you will need these.
- First aid kit: Band-aids, pain relievers, and antiseptic. Basic but important.
- Paper towels and wet wipes: Spills happen.
- Trash bags: Keep your space clean and pack out your own trash.
- Dolly or hand cart: Save your back. If you are making multiple trips from your vehicle to your booth, a cart is essential.
Adjustments for Different Event Types
Not every event requires the full list. Here are some notes by event type:
Farmers Markets (Weekly)
Since you are doing this regularly, focus on a streamlined setup you can put up and take down quickly. Pre-pack a "market kit" that stays in your vehicle so you only need to add fresh inventory each week.
Indoor Craft Fairs
Skip the tent and weights. You will usually get a table and sometimes a tablecloth. Bring extra lighting since indoor venues can be dim. Check if electricity is included or available.
Multi-Day Festivals
Bring significantly more inventory, extra comfort items (better chair, cooler with food), and security measures for overnight storage if you are leaving your booth set up. Bring a hand truck for longer walks from parking.
Pop-Up Markets
These are usually short (2 to 4 hours), so you can scale down. Bring your best sellers, a simple display, and payment setup. Skip the heavy infrastructure.
What You Can Skip
A few things new vendors over-prepare for:
- Elaborate decor: Your products are the attraction. A clean, well-organized booth beats an over-decorated one.
- Too much inventory variety: Better to go deep on your best sellers than wide with products you are not sure about.
- Printed brochures: Business cards and a QR code to your website do the same job for less cost and waste.
Looking for your next event? Browse the VendorsMap event map to find farmers markets, craft fairs, and pop-ups near you.